Administrative Assistant

Presbyterian Villages of Michigan; Fort Gratiot Charter Township (MI); Presencial; USD 38.000 - 52.000; Jornada completa

Descripción de la vacante

Presbyterian Villages of Michigan is seeking an organized office coordinator to provide clerical and data management support across departments. Responsibilities include reception, scheduling, filing, correspondence, and resident data handling with confidentiality and professionalism.

You will create newsletters, process monthly certifications, coordinate events, and assist with admissions interviews, ensuring accurate records and responsive service to residents and staff.

Formación

• High School Diploma or GED required; follow oral and written instructions.
• Computer literate with word processing, spreadsheets and desktop publishing.
• Certified Occupancy Specialist (HUD or MSHDA) certificate required within 6 months.
• Experience with HUD/MSHDA-governed villages is preferred.
• Strong data entry and record-keeping abilities.

Responsabilidades

• Organizes and supervises departmental functions including reception and mail distribution.
• Attends meetings and may transcribe minutes.
• Maintains resident records, data input and reports.
• Assists with rent collection and monthly certification processes.
• Prepares correspondence and documents; supports admissions interviews.
• Coordinates events and schedules appointments and calendars.
• Maintains filing systems and ensures confidentiality.

Conocimientos

Communication skills

Professionalism

Educación

High School Diploma or GED

Some college-level education or equivalent experience

Math aptitude

Certified Occupancy Specialist (HUD/MSHDA)

Herramientas

Microsoft Office

Desktop publishing software

Affordable housing property management software (HUD/MSHDA)

Descripción del empleo

POSITION SUMMARY:

Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Provides administrative, clerical and project support in a professional and confidential manner.

Essential Job Duties and Responsibilities may include but not limited to:

• Organizes, directs and/or supervises departmental functions including reception, telephone communication system and mail distribution.
• Attends and/or participates in meetings and/or events and may transcribe and prepare minutes or summaries.
• Accumulates, maintains, verifies and reports data, statistics and research.
• Assists with collection of rent and execution of monthly certification process of resident.
• Composes, prepares, monitors and responds to correspondence.
• Directs and assists residents, families, business invitees and staff.
• Schedules and maintains appointments and calendars.
• Creates and maintains filing system.
• Responds to inquiries and provides information regarding the Village.
• Scheduled and conducts Village tours.
• Establishes and maintains resident (and prospect) records including but not limited to:
  • Filing.
  • Revising and updating records, charts, etc.
  • Gathering required data and documentation.
  • Data input.
• Assists with information gathering, including scheduling and conducting admission interview with potential residents and families.
• Evaluates need for and/or requisitions adequate supplies, equipment and follow-up regarding assurance issues.
• Evaluates need for and/or requests maintenance work orders.
• Coordinates special events.
• Creates newsletters, flyers and other documents utilizing various software programs and desktop publishing.
• Creates and maintains a positive customer service atmosphere, including continuous quality improvement, teamwork, mutual respect, professionalism and accountability.
• Attends and participates in all appropriate departmental/Village meetings, training and development opportunities.
• Embrace, uphold and promote Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives and Servant Leadership.
• Follows established policies and procedures including but not limited to:
  • Presbyterian Village employment policies and procedures.
  • Departmental policies and procedures.
  • Safety policies and procedures.
  • Federal, state and local regulations.
• Performs any and all other duties and/or tasks as assigned or requested.

Education/Formal Training:

• High School Diploma or General Education Diploma (GED).
• Must be able to follow oral and written instructions, generally commensurate with some college-level education or equivalent experience.
• Computer literate (word processing, spreadsheets and desktop publishing).
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages.
• Affordable housing property management software if working at a HUD or MSHDA-governed village.
• Math aptitude generally commensurate with some college-level education or equivalent experience.

Certificates & Licenses:

• HUD or MSHDA Villages: Certified Occupancy Specialist certificate required at hire, or within 6 months of position. Inability to obtain and sustain required certification will cause ineligibility for the position.
• Communication/Interpersonal Skills: Ability to communicate professionally and effectively with all level of staff and visitors.

Previous Experience:

• One to three years' related professional business office experience or equivalent combination of educational experience.
• Experience working with one of the following subsidized programs: tax credit/MSHDA, low income, & HUD.

Computer Skills:

• Efficient Computer knowledge and use of Microsoft products, word processing, spreadsheets database systems and email.
• HUD or MSHDA governed village: Affordable housing property management software.